Invoice Line Items
Add products, services, time, expenses, taxes, and discounts to invoices.
Line items explain what the customer is being charged for. Clear line items make invoices easier to approve and easier to pay.
Write line items for the customer, not only for internal reporting. A customer should understand the charge without asking for a separate explanation.
Add a Line Item
- Open an invoice draft or create a new invoice.
- Select Add Item.
- Choose a product or type a description.
- Enter the quantity, unit, and price.
- Add taxes and a line discount if needed.
- Review the line total.
Before Adding Lines
Confirm the invoice customer, currency, tax context, and billing period first. Then add line items in the same order the customer expects to review them: primary service, add-ons, expenses, discounts, and notes.
If the invoice is based on an estimate, proposal, checkout link, contract, or retainer, keep the line names and billing period aligned with that source. This makes customer approval easier and reduces follow-up questions.
Use Products
Choose a saved product when the item already exists in your catalog. This helps keep names, prices, and taxes consistent across invoices, estimates, and checkout flows.
If the charge is one-off, type a clear description directly into the line item.
Review copied product prices and taxes before sending. Catalog changes made after a draft was created may not update existing invoice lines automatically.
Use catalog products for repeatable services and standard prices. Use custom lines for one-off work, adjustments, or customer-specific details that should not become part of the shared product catalog.
Import Time or Expenses
When unbilled time or billable expenses are available for the selected account, use the import option to bring them into the invoice. Review every imported line before sending so the customer sees clear descriptions.
Imported time and expenses often need customer-safe wording. Rewrite internal task names, vague time descriptions, or receipt labels before sending.
Use Quantity, Unit, and Price
Use Quantity for count or hours, Unit for labels such as hours, items, or months, and Price for the amount charged per unit.
Examples:
- 10 hours at 125 per hour
- 1 setup fee at 500
- 3 licenses at 49 per month
Taxes and Discounts
Apply taxes from the tax selector. Use discounts only when the discount should be visible on the invoice line. If the whole invoice needs a discount, confirm how your workspace handles invoice-level discounts before sending.
If an invoice mixes taxable and non-taxable work, check taxes line by line. Do not rely only on the invoice total, because one incorrect tax selector can make the final amount look close while the tax summary is wrong.
Review Before Sending
Check item order, descriptions, quantities, unit labels, prices, taxes, discounts, and totals. Preview the invoice to make sure long descriptions do not make the customer-facing document hard to read.
Open the invoice preview after editing line items. Confirm the customer sees the same order, wording, totals, taxes, discounts, and payment context you intended.
Line Item Quality
Good invoice lines make approval easy:
- describe the outcome or deliverable
- use units the customer understands
- show discounts intentionally
- avoid internal shorthand
- match the estimate, contract, or checkout promise when applicable
If a customer would need an email explanation to understand the line, improve the line before sending the invoice.
Troubleshooting
If totals look wrong, check quantity, price, tax, discount, and currency on each line before editing invoice-level settings.
If imported time or expenses are unclear, rewrite the line description before sending the invoice.